Performance Development Online (PDO) Information Session 2009

2 Introduction

3 The best people through a commitment to career goals and professional development Individual goals and plans aligned with that of the faculty and the University and transparent documentation Principles of the Performance Development Process (PDP) Individual performance development plans University academic and campus plans Effective working relationships between supervisors and academic staff based on constructive feedback Growth Feedback Accountability

4 Today is about... Today is about giving you some high level signposts to help you start using the performance development online system (PDO). We will talk about... WhatWhat is the PDO system and how it links into the Performance Development Process (PDP) Who Who will use the online system WhenWhen will you need to access the PDO system WhereWhere can you find the key elements of the PDO system HowHow to access the system, and some quick guides to help you get going

5 By end February By end August By end July The online system (PDO) is used as the main repository and management system to support the PDP Performance Development Process (PDP): Academic Staff Ongoing additions

6 Individual PDP plans are aligned to support the plans and overall strategic direction of the University My Plan MY Career Development Research EducationService University, academic and campus plans 3 Year Career Aspirations 3 Year Goals (Research, Education, Service) 3 Year Strategies Annual Achievement indicators Your plan is a combination of your own career goals, and goals in the three key categories of Research, Education, and Service.

7 Who will use the online system (PDO)... Staff End of Year - record and submit a self-review of performance and achievements against goals for discussion with Supervisor Acknowledge final plan and submit Prepare and submit plan for discussion with Supervisor Post evidence of achievements on ongoing basis Mid-cycle - record and submit a self-review of progress against goals for discussion with Supervisor Supervisor End of Year – review and add comments against achievement of goals and yearly performance for discussion with Staff Member Submit to Unit Head for comments Review the final plan and submit for Staff Member acknowledgement Access and review the submitted plan Approve and submit the agreed plan Mid-cycle - provide feedback and submit comments on progress against goals Unit Head End of Year - review and provide end of year feedback Submit plan

8 Step 1 Step 2Step 3Step 4Step 5Step 6Step 7Step 8Step 9 PlanMid-cycle feedbackEnd of year review Staff member prepares performance development plan Supervisor reviews performance development plan Staff member completes mid-cycle self review Supervisor provides mid-cycle feedback Staff member completes end of year self review Supervisor reviews annual performance Unit head adds comments Supervisor views final plan Staff member acknowledges review completion Prepare plan Submit plan Arrange meeting with supervisor Review plan Meet with staff member Submit plan Review progress against agreed goals Provide comments Discuss with supervisor Step is compulsory for probationary staff Submit plan Provide feedback against agreed goals Document progress Step is compulsory for probationary staff Submit plan Add comments against individual goals Summarise yearly performance Submit plan Arrange meeting with supervisor Add comments against individual goals Summarise overall yearly performance Meet with staff member Submit plan Review staff and supervisor comments Provide end of year feedback Submit plan Review final plan and comments Submit plan for staff member’s acknowledgement Acknowledge plan Submit plan To Do Performance development process See quick reference guide Steps 1 & 2 on website

9 Career aspirations 3-year goals, strategies & annual achievement indicators Annual achievements Staff member information The main tabs of the online system reflect the headings of the performance development form: Overview (staff information) Career Aspirations 3 Year Goals Leadership Workload Allocation

10 Benefits of the PDO system... Web-based so easy access off-campus Single sign on through Monash portal Access to previous performance development plans and reviews Attach evidence of achievements (portfolio attachments) Saves notes and comments Auto-populates SAP and ROPES info as well as the career aspirations, goals & strategies from previous years’ plans Autosave prompts Links to many tools (e.g. sample plans, checklists, policies) Print reports Outlines the tasks in the process and maintains a ‘To Do’ list for you Submits and requests feedback to the next person in the process Let’s have a look at the PDO system...

11 Access via Monash portal...

12 Click on Academic Performance Development Online

14 Click to enter the plan

15 Main tabs

16 The Overview page has three important functions: Illustrates what step you are up to Scroll down to see your employee information from SAP Scroll down to attach portfolio documents Overview tab

17 Overview tab – Employee info

18 Documents can be added and viewed or deleted Overview tab – Portfolio attachments

19 Completing the plan Copy and Paste data from Existing plan Career Aspirations tab

20 This is the goals, strategies achievement indicators section of the system where you will spend most of your time. You can add a goal with the Add Goal button 3 Year Goals tab

21 3 Year Goals - sub-categories

22 Workload Allocation tab

23 Submit

24 For more information Go to: resources/performance-development/ for: resources/performance-development/ –Quick reference cards –Browser help –PDO manuals –Links to other training –PDO support contacts –Online training (available December) For general support or generic enquiries call HR on

25 How can we help you further? Questions and answers? What else might be helpful to you?

26 FAQs 1 I am a research-only staff member. Do I have to complete a performance development plan? All continuing and fixed term academic staff must complete an annual performance development plan. As a research-only staff member, your plan can contain research and service goals only. A minimum of two goals must be included in the performance plan. I am on a one-year fixed-term contract. Do I need to complete a performance development plan? All continuing and fixed-term academic staff must complete an annual performance development plan. As a fixed-term staff member, your plan should include goals commensurate to the requirements of your employment contract. A minimum of two goals must be included in the performance plan.

27 FAQs 2 How can the new Performance Development Online (PDO) system be used to monitor the probation process? Academic staff on probation must have a mid-cycle review meeting with their performance development supervisor. A record of the mid-cycle review meeting must be kept in the relevant sections of the performance development online (PDO) system. Supervisors can identify if a staff member is on probation by checking staff details recorded in the Overview tab of the PDO system. How is the new performance development process for academic staff aligned to the promotion and probation processes? The new performance development process is based on 3 year performance and career goals, strategies and annual achievement indicators for each of the three key areas of academic activity, namely research, education and service. The evidence of achievement recorded by staff in these three areas can be used to support a case for promotion. The mandatory mid-cycle review for probationary staff ensures a timely review of the new staff member’s progress.

28 FAQs 3 When does the performance planning cycle take effect? The annual performance development review and planning process commences in September/October each year, however it may start as late as February/March depending on the operational timelines and planning cycle of the relevant faculty, campus, portfolio or research centre. What if I have a number of supervisors? You will need to identify your primary supervisor, who will then consult with your secondary supervisor(s) prior to providing any feedback or review. For example your primary supervisor could be a line manager and a secondary supervisor may be a discipline supervisor. Where there is any question, you should talk to your head of school or department for guidance on who would be the most appropriate supervisor.